Duma works is recruiting a Personal Assistant for one of our clients in Nairobi; A leading corporate law firm with a regional network
Personal Assistant Job Responsibilities
They are seeking to recruit a Personal Assistant who’s primary responsibilities will be to:
- Maintain the Partners’ diary.
- Book for Partners’ meetings within the office and any other engagements that they may have outside the office
- Book the CLEs for the Partners and to ensure that they attain all their points
- Scheduling shared calendar appointments.
- Organize and plan for meetings
- Book meeting rooms
- Ensure cleanliness of the meeting rooms
- Ensure availability of refreshments in a timeous manner
- Receive Partners’ visitors and clients
- Manage & maintain the Partners’ Office
- Ensure cleanliness and tidiness of the Partners’ offices
- Ensure availability of stationery in their offices
- Ensure that the equipment in the offices is in good working conditions
- Ensure that the Partners’ newspapers are in their offices in good time and that their refreshments are served on time
- Organize Partners’ client entertainment
- Liaise with Partner and client’s PA to schedule the appointment
- Book for the venue
- Arrange for payment with Accounts Department
- Arrange for transport to the venue, as needed.
- Manage incoming and outgoing mail
- Receive, record and distribute office mail promptly
- Ensure timeous delivery of all outgoing mail and returns thereof
- Respond to general correspondence
- Organize Partners’ travel and transport
- Booking of taxis
- Booking of flights, visas, airport transfers, etc
- Booking of accommodation
- Filing & Client Management
- Thorough knowledge of files and clients
- Bring up of documents as requested by the Partners
- Implement an efficient bring up system
- Ensure proper follow up of documents and files leaving Partners’ offices
- Liaison with clerks for filing and registration, returns and feedback
- Retrieval and return of library books
Other Responsibilities
- Act as relief receptionist;
- Any other task that may be assigned from time to time
Requirements for the Personal Assistant Job
- Minimum C+ qualification in KCSE
- At least a Diploma in Secretarial, Administration, or Office Management
- Legal Secretarial training and experience would be an added advantage
- Prior experience working as a Personal Assistant is highly desirable
- High level of confidentiality, good competencies in computer packages
- Good command of written and spoken English
- Smart in appearance and manner
- Excellent communication skills
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